Manage Deposit Batches

1. Display the Manage Deposit Batches page: On the Main Menu, click Financials. Under MONEY MANAGEMENT, click Deposit Batches.
2. Deposit Date — Enter a date range manually or click the calendar to select a date range to filter the search results by deposit date. You can also select a date range from the menu.
3. Post Date — Enter a date range manually or click the calendar to select a date range to filter the search results by post date. You can also select a date range from the menu.
4. Bank Account — Select a bank account to filter the search results by bank account.
5. Deposit Location — Select a deposit location to filter the search results by location.
6. Bank Deposit Type — Select the type of deposit to filter the search results by bank deposit type.
7. Deposit Type — Select Remittance or Time-of-Service or -Any- to filter the search results by deposit type.
8. Batch Status — Select Open or Closed or -Any- to filter the search results by batch status.
9. Batch ID — Enter a batch ID to filter the search results by batch ID.
10. Payment Check Number — Enter a check number to filter the search results by payment check number.
11. Checks Deposited By Site — Select Yes or No or -Any- to filter the search results by deposit site.
12. Deposit Amount — Enter the current deposit amount to filter the search results by deposit amount.
13. Original Deposit Amount — Enter the original deposit amount to filter the search results by original deposit amount.
14. Download Report in Excel — Select this option to download the report in Excel.
15. Click Search.
    The results include the new original deposit amount column as the last column in the table.

1. Display the Manage Deposit Batches page: On the Main Menu, click Financials. Under MONEY MANAGEMENT, click Deposit Batches.
2. Click the Create New Deposit Batch link. The Prepare Deposit Batch page appears.

From the Prepare Deposit Batch page, scroll down to the Enter Deposit Batch section.

3. Deposit Date — Select or enter the deposit date for the new deposit batch.
4. Deposit Slip # — Enter the deposit slip number.
5. Deposit Location — Select the appropriate deposit location. Refer to the display at the top of the page to view the details for each deposit location.
   Note: athenaOne automatically selects the bank account for this deposit batch based on the deposit location you select.
6. Deposit Amt — Enter the total amount of the deposit as it appears on the bank deposit slip (not just the amount that you expect to be posted against services in athenaOne).
   Note: The Out-Of-Balance amount at the far right displays the difference between the Deposit Amt and the sum of the payment batch amounts you will enter (see below).
7. Bank Deposit Type — Select the bank deposit type for this deposit batch. This field describes by what means the deposit was made at the bank; such as by Cash & Check, Electronic Funds Transfer (EFT), MasterCard & Visa, etc.
8. Checks Deposited By Site? — Select Yes if the checks were deposited by the practice; otherwise, select No.
9. Notes — Enter any notes.

Select the payment batches for this deposit batch

10. Tab down to the Enter Payment Batches heading.
11. Target Amount — Enter the target amount of the first payment batch.
12. Route — Select the payment batch route for this payment batch.
13. Paper — Select Paper if this is a paper batch; select No Paper if this is an electronic batch.
14. Check # — Enter the payment batch check number, if applicable.
15. Notes — Enter any notes.
    Note: If your practice assigns batches to specific staff members, you should enter the name, initials, or username of the designated staffer in the Notes field.
16. Repeat this for each payment batch in this deposit batch.
    Note that as you enter payment batches, the Out-Of-Balance amount adjusts. When you have finished entering your payment batches, the Out-Of-Balance amount must be $0. (If not, athenaOne will not allow you to proceed.)
17. To finish, click Save. The Edit Deposit Batch page appears, displaying the ID of your deposit batch in the title bar at the top of the page. At the bottom of the page is a Payment Batch Detail heading, with a list of the constituent payment batches. Each payment batch is now listed with its payment batch ID.

From the Edit Deposit Batch page

18. Scroll down to the Payment Batch Detail heading. Note the ID number for each payment batch, and mark the payment batch ID numbers on the EOBs that they were created for. This will be very important to ensure that your Payment Posters work in the correct batch.

1. Display the Manage Deposit Batches page: On the Main Menu, click Financials. Under MONEY MANAGEMENT, click Deposit Batches.
2. Use the search filter fields under the Open batches heading to display a list of deposit batches that meet your criteria.
3. Click Search.
4. Locate the batch that you need.
5. Click the view/update link for the batch.
   The Edit Deposit Batch page appears.
6. On the Edit Deposit Batch page, update fields as needed.
7. Click Save.

1. Display the Manage Deposit Batches page: On the Main Menu, click Financials. Under MONEY MANAGEMENT, click Deposit Batches.
2. Click Create New Time of Service Deposit Batch at the top of the page.
   The Manage Time-of-Service Money page opens with the Create Deposits - Cash & Checks tab selected.
3. Deposit Date — Enter the deposit date for the batch, that is, the date that the money will actually appear as deposited at the bank.
4. Deposit Location — Select the deposit location for this TOS deposit batch. You can leave the field blank if you don't want to specify a deposit location or if you don't know it.
   Note: If you do not enter a value in the Deposit Location field, deposit batch reports display UNKNOWN in the Deposit Location column.
5. Bank Account — Select the TOS bank account for this deposit batch.
6. Deposit Slip # — Enter the deposit slip number if you have it. You can also enter this number later.
7. Deposit Total — Enter the total amount of money that you will actually deposit at the bank (not the total of the payment batches that you include, if these totals differ).
8. Click the add note link to add a note about the deposit batch.

Select the payment batches to include in the deposit Batch 

9. Under the Choose Payment Batches to Include in Deposit header, you can use the payment batch filter fields to display the list of payment batches.
   1. Created — By default, payment batches created in the last 2 weeks appear in the list. You can edit the creation dates for payment batches.
   2. Status — By default, all payment batches created during the specified date range appear in the list. You can select one or more options in this field to display reconciled batches, unreconciled batches, or batches with discrepancies.
   3. Department — To display payment batches for selected departments only, click Selected and select the departments from the list.
   4. Click Filter.
10. Select each payment batch that you want to include in this deposit batch. Only cash and check payment batches that have not yet been included in a deposit batch appear in this list.
11. Click Add Checked Items to Deposit Batch.
    The selected batches appear listed under the Create TOS Bank Deposit Batch header, with the totals for the batches.
12. Click Save & Close. The deposit batch is recorded in athenaOne and is automatically closed.
    Note: You can view and update the TOS deposit batch using the Manage Time-of-Service Deposit Batch page (search for TOS batches in CLOSED status).
13. If the Deposit Total differs from the athenaOne total, a message asks you to confirm that you are recording a deposit discrepancy.
    • If the discrepancy is intentional, enter a note to explain the deposit discrepancy and click OK to save and close the deposit batch.
    • If you did not mean to record a discrepancy, click Cancel to close the window. Make any changes required before saving and closing the deposit batch (see To edit a transaction within a payment batch).
14. To create a new TOS deposit batch for cash and checks, click Create New Batch and repeat the process.

Deposit batches close automatically when balanced. You do not need to take any action.

1. Display the Prepare Deposit Batch page: On the Main Menu, click Financials. Under MONEY MANAGEMENT, click Deposit Batches > Create New Deposit Batch.  
   
2. At the top of the page there is an "EFT Setup" section where you can view your EFT enrollment information.
3. A link with the name of the enrollment category or insurance package appears if there is at least one medical group or provider that is enrolled for EFT for that payer.
4. Click the linked name of the enrollment category or insurance package to see totals of all medical groups and/or providers who are either enrolled or not enrolled for EFT for that payer.
5. Click a link to view the list of all medical groups and/or providers who are either enrolled or not enrolled for EFT for that payer.

To record a refund of a portion or all of an incentive payment, you must create a negative deposit batch, negative payment batch, and a negative incentive payment.

Note: You cannot use the split functionality to record an incentive payment. The split functionality is intended for net-zero reallocation of the incentive money, which must still correlate to the original payment amount received. If you need to make true dollar amount changes, you must create a new batch with a new incentive payment record.

1. Display the Manage Deposit Batches page: On the Main Menu, click Financials. Under MONEY MANAGEMENT, click Deposit Batches.
2. Click Create New Deposit Batch.
3. Deposit Amt — Enter the negative (refund) amount.
4. Target Amt — Enter the same negative amount as in the Deposit Amt field.
5. Enter the other deposit details as you normally would.
6. Notes — Enter a note about the purpose of this batch, making reference to the original deposit batch/payment batch ID.
7. Click Save.
   The Payment Batch Detail section appears.
8. Click update for the payment batch record.
9. Assign the payment batch to yourself.
10. Click Save.
11. Actions — Click Add Unpostable to create a negative incentive payment in the payment batch.
12. Type — Select Incentive Payment.
13. Amount — Enter the negative (refund) amount.
14. Incentive Program — Select a program to assign the new incentive payment record to the same program/provider, so that the net changes are reflected at the program/provider level, as well.
15. Note — Enter a note about the purpose of this incentive payment record, making reference to the original incentive payment record ID.
16. Click Save.
17. Click close payment batch.

The initial page displays results for your session provider group only. Your session provider group is displayed in the title bar at the very top of your screen, next to your practice name.

To view results for other provider groups:

1. Display the Manage Deposit Batches page: On the Main Menu, click Financials. Under MONEY MANAGEMENT, click Deposit Batches.
2. Select the desired groups from the Provider Group menu (you can select more than one group). This menu contains only the provider groups to which you have access.
3. Click Search. A column appears for each provider group selected, with total payments posted to that provider group from the indicated deposit batch.

• Ensure that your athenaOne manual deposit batches and payment batches are opened for the correct amount.
• Complete all fields accurately (bank account, deposit date, etc.). Do not select "Unknown" as the bank account when creating a deposit batch if at all possible.
• Do not use manual batches to collect patient money — instead, please use the Collect Payment time-of-service money workflow for this purpose.
• Financial actions in a payment batch should be tied to an athenaOne deposit batch, which in turn should be tied to true bank account activity for those transactions (financial actions are items such as refunds, payment posting, and payment voids).
• Create a manual payment batch each day to post transfers, adjustments, or insurance refunds, and close the payment batch at the end of that day.
  Note: A nightly script automatically closes manual payment batches with $0 target amounts that are in balance and were opened within the last 30 days. This feature does not apply to time-of-service payment batches.
• Do not change or void athenahealth posting. If you do, you assume full responsibility for the posting. If additional remittance is obtained from the payer or the posting needs to be changed, athenahealth may not take into consideration your posting changes. If you have posted or voided transactions, athenahealth will hold the claim and will not post until you restore the claim to its original state. athenahealth does not reconcile manual payment batches that you create.
  Note: Manual payment batches that you create are not included in the minimum service commitment (MSC).

Tip: You can download and view a .pdf copy of the paper Explanation of Benefits (EOB) on the Edit Payment Batch page. If a payment batch has a paper EOB attached to it, View attached paper (pdf) appears in the Actions field.

The deposit location is the link between the deposit batch and the bank account. A deposit location can be a P.O. box, a bank branch name or office name (especially useful for multi-site offices that make separate time-of-service deposits), or a practice-specific designation (for example, "Refunds"). When you create a deposit batch, athenaOne automatically selects the bank account based on the deposit location.

To create and maintain bank accounts, use the Bank Accounts page. The bank accounts that you create on the Bank Accounts page appear in the Bank Account menu on the Manage Deposit Batches page, as well as on the Associate Deposit Batches tab, the Reconcile a Bank Statement tab, and the View Statements tab of the Reconcile athenaOne Deposits to Bank Activity page.

To create and maintain deposit locations, use the Deposit Locations page. A deposit location can be any of the following:

• P.O. box
• Bank branch name or office name (especially useful for multi-site offices that make separate time-of-service deposits)
• Practice-specific designation (for example, "Refunds")